Statewide Campus Administrative Assistant - Central East Region
Statewide Campus Administrative Assistant
Regional Statewide Campus
The Statewide Campus Administrative Assistant shall perform a variety of complex secretarial and administrative support duties for the Statewide Campus (SWC) Regional Assistant Dean and Regional Director in order to achieve the successful operation of the SWC. This position reports to the Statewide Campus Regional Director in the Central East Region.
General Duties and Responsibilities
- Plans, initiates, and executes to completion all administrative functions for the SWC regional office.
- Manages and monitors all regional expenditures and produces monthly budget status reports for the financial management of the SWC regional budget. Reviews monthly reports from system and reports status of accounts to the Dean and Director on a regular basis.
- Assists in financial management by proposing, preparing assigned annual budget and making recommendations such as the transfer of funds to cover required expenses; may also authorize transfer of funds and/or payments.
- Makes all purchases for the SWC regional office in accordance with State Purchasing guidelines; processes and reconciles each purchase in accordance with established procedures.
- Stocks, orders, and inventories all office and educational medical supplies and assets for the SWC regional office.
- Provides effective coordination with various groups throughout the work unit to gather information, provide guidance, communications, and monitors or coordinates various meetings and activities.
- Manages and coordinates special projects for the work unit or office.
- Composes and keyboards letters, reports, charts, graphs, manuscripts, forms and/or memoranda from rough draft to final form utilizing word processing software. Proofreads all typed material and corrects errors in sentence structure, grammar, spelling and punctuation.
- Reviews/edits materials created by others for proper formatting, spelling, and making necessary changes.
- Ensures data entry of all appropriate information into system(s). May pull reports or establish a schedule of reports to be queried and communicated to appropriate unit staff.
- Establishes new paper and electronic filing systems when needed and maintains files for assignment area. • Ensures organization of filing systems for easy retrieval of information. Makes all travel arrangements for RAD and Director.
- Completes travel reimbursement forms and verifies that all necessary documentation is present for filing expense forms.
- Completes reports as required.
- Duplicates, collates and binds letters, reports, memoranda, and other documents using a photocopy machine and stapler. Operates FAX machine for transmitting documents to various locations. Operates a scanner for sending files electronically and for transmitting student records to institution's electronic storage system.
- Coordinates monthly Education Days - includes: designing flyer; preparing agenda, sign-in sheets, evaluation forms and handouts; obtaining disclosure statement and CV from speaker; handling catering of lunch; use of audio-visual equipment; assisting with learning activities and SWC presentations; preparing a comprehensive packet of documentation for CME purposes and for COCA.
- Assists the Director in the coordination of didactic programs, CME activities, faculty development programs, etc.
- Proctors exams as assigned.
- Assists Director with the scheduling of 3rd year schedules.
- 3rd Year Orientation: coordinates orientation manual; prepares PowerPoint presentations; secures catering; produces all forms including sign-in sheets, evaluation forms, and handouts.
- Manages and maintains audio-visual equipment.
- Disseminates printed materials to clients and customers as requested.
- Collects, opens, date stamps, sorts, and distributes incoming mail to staff within the office area. Collects and deposits outgoing mail in an appropriate location.
- Disseminates and receives information by electronic mail.
- Participates in training and professional development sessions to enhance job performance.
- Provides information to students on an individual basis and at regional activities such as Education Days about rotations, policies/procedures, residency applications, 4th year planning.
- Actively participates in 3rd year Orientation presentations and hospital tours.
- Responsible for determining required hospital orientation documents for each student; tracking completion; and forwarding to appropriate contact persons.
- Records student grades on a daily basis. Scans copies of grade forms to institution's record management system monthly. Runs missing grades report and contacts preceptors or institutions to ensure timely receipt of grade forms.
- Advises, requests, secures and processes rotation requests on a daily basis; reviews ESR for accuracy and completion; ensures all required documentation is received; determines if an affiliation agreement is in place; enters rotation on student's online schedule; checks off graduation requirements; notifies student of approved rotation.
- Sends Letters of Good Standing packets, including Immunization Forms and Malpractice Coverage, for each student rotation on a monthly basis.
- Researches new preceptors, verifies medical license, and adds to online database.
- Adds new rotation sites to online database.
- Provides documents to students and/or site coordinators for rotation applications to include: Letter of Good Standing, Immunization Record, Titers, Malpractice Certificate, Background Check, Drug Screen, Student Picture, Copy of Personal Health Insurance, ACLS & BLS Certificates.
- Tracks completion of required documents/activities , such as background checks, drug screens, mask fit testing, flu shots.
- Determines if an affiliation agreement is in place for all hospital-based rotations. Analyzes rotation request and prepares the correct type of agreement (AAMC Implementation Letter, 2- page Educational Agreement, or full 3-year Affiliation Agreement) . Sends agreement to rotation site contact person, tracks status of the agreement, following up every two weeks until signed agreement is obtained.
- Pay Agreements: Responsible for preparing Pay Affiliation Agreements for core preceptors (annually) and FM2 preceptors (as needed). Includes tracking completion, following up on agreements that have not been received, reviewing W-9 for proper completion, and creating a requisition for payment.
- Preceptor Payments: Creates invoices monthly and submits to accounting to ensure preceptors are paid promptly for rotations.
- CME: Submits CME for D.O. preceptors on a semiannual basis to the AOA; sends notification letters semiannually to D.O. preceptors; sends semi-annual CME letters to M.D. preceptors.
- Faculty Appointments: Contacts preceptors identified by RAD and requests the following: curriculum vitae, current medical license, current DEA certificate, proof of malpractice, copy of board certification. Tracks receipt of these documents, generates a preceptor student activity report and verifies through state licensing board that preceptor is in good standing. Responsible for keeping current documentation on file for each faculty appointment.
- Perform other related duties as assigned and directed.
- Travel weekly to other hospital sites for purpose of maintaining visible presence of WVSOM, recruiting physicians for rotations, protecting WVSOM current sites from other schools that are asking for rotations and to meet with students at sites for student services and to plan electives and Deans Selective rotations.
- Assist with public relations activities within the region including: write and distribute press releases to local print and television media, coordinate student volunteers and provide onsite supervision and support to event planning at regional events, hospital employee health days, and other local health events requesting medical students.
Knowledge, Skills and Abilities
- Excellent oral and written communication skills required for contact with individuals within and outside WVSOM to include medical students, hospital and university executives, physicians, residency program directors and coordinators, hospital staff, and medical office staff.
- Capable of providing administrative supervision and guidance to medical students regarding administrative issues, due dates, and deadlines.
- Ability to set, coordinate, plan schedules, work independently, collect, organize, and analyze information in a logical and efficient manner
- Excellent organizational skills and a thorough knowledge of general office methods, procedures, practices and protocols.
- Ability to take action to implement solutions without the need for continual guidance.
- Demonstrated ability to apply solid judgment, coordinate, and prioritize a variety of complex administrative tasks, determine relative importance of each, set and meet deadlines, and complete projects in a timely manner.
- Solid familiarity with a demonstrated competency in using a personal computer and related software packages, including Microsoft Word, Excel, PowerPoint, Publisher, and database management. Must be able to navigate and retrieve information from the internet. Banner experience preferred.
- Working knowledge of correct English, grammar, spelling, punctuation, and sentence structure.
- Good knowledge of principles and practices of fiscal record keeping and transaction processing skills.
- Ability to create and maintain an organized electronic filing system.
- Demonstrated ability to file and retrieve information in alpha, numerical, subject matter, or chronological order quickly and accurately.
- Ability to create, compose, and edit written materials.
- Ability to deal with an array of personalities in a professional, pleasant manner.
- Ability to enter data into a computer database with accuracy.
- Ability to interact in a positive manner with co-workers, students, staff, faculty, and to maintain professional demeanor in the office environment.
- Ability to learn and to apply effectively the policies, procedures and guidelines affecting the position and work unit to which assigned, as well as the institution.
- Ability to maintain attendance and punctuality standards.
- Ability to recognize and maintain confidentiality of sensitive information.
- Ability to project and display excellent customer service skills.
- Ability to reason logically and analyze and solve problems.
- Ability to work in an environment frequently interrupted by phone calls, emails, students, faculty staff, and walk-in visitors.
- Have the willingness to travel as needed.
Education and Experience
An equivalent combination of relevant and recent experience and training which provides the required knowledge, skills and abilities may be considered.
- Successful candidate will have a Bachelor’s Degree
- Customer service experience; Over 1 up to 2 Years
- Office Management or administrative support experience; Over 1 up to 2 Years
- Computer Software Experience (MS Office); Over 1 up to 2 Years
This is a full-time, non-classified position exempt from FLSA regulations concerning overtime; base salary is $30,000 though negotiable with education and experience, plus an excellent fringe benefit package.
Candidates should apply for this position online and applications will accepted until the position is filled.
Final candidates are subject to employment and credential verification, reference and background checks. All applications are considered confidential.
West Virginia School of Osteopathic Medicine is an equal opportunity employer and is committed to enhancing diversity among its faculty and staff.